Office Executive Assistant - Elementary School

JOB DESCRIPTION

Department: Principals Office - Elementary School

Job Title: Executive Assistant - Elementary School

FLSA Status: Exempt

Non-exempt: Exempt NESA

Reports to: Elementary School Principal

In compliance with state and federal laws, Newton Public Schools is committed to equity, anti-racism, and a nondiscrimination policy for students, employees, and prospective applicants. All educational and employment determinations are based on an individuals qualifications and achievements without regard to race, color, religion, sex, sexual orientation, age, pregnancy, gender identity, genetic information, national origin, ancestry, homelessness, physical or mental disability, veteran status, or any other basis prohibited by state and/or federal statute.

Summary

The purpose of this position is to assist the Elementary School Principal in the daily operations of the school. Performs a wide variety of complex secretarial and administrative duties under broad supervision of the Principal. Work requires initiative and independent judgment in the application of prescribed policies, procedures, and methods. Performs all other related work as required.

Qualifications

The essential functions or duties listed below and on attachments are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

Required Qualifications

Education, Training, and Experience

• High school education plus two years of college education and at least two years of office experience or any equivalent combination of education, training, and experience.

Knowledge, Ability, and Skill

• Knowledge: Thorough knowledge of office procedures, practices, and terminology. Knowledge of policies and procedures of the school department and the city departments. Thorough understanding of educational systems. Working knowledge of laws and policies relevant to the schools work. Familiarity with accounting principles and procedures. Knowledge of the operation of computer software applications.
• Ability: Ability to deal effectively and tactfully with staff, students, and the public. Ability to compose correspondence. Ability to recognize and resolve problems with minimal administrative intervention. Ability to interpret and implement instructions provided in oral and written form. Ability to prioritize and complete multiple tasks at one time with frequent interruptions. Accuracy and attention to detail. Analytical ability. Must be able to operate a personal computer and display intermediate to advanced skill when using software programs for word processing, database, spreadsheet, and other software as required by the position. Ability to work collaboratively in a team environment. Ability to diffuse difficult situations to enable effective problem solving.
• Skill: Expertise and skill in utilizing personal computers, popular word processing, database, and spreadsheet applications. Excellent customer service and interpersonal skills. Excellent written and oral communication skills. Strong organizational skills. Skill in all of the above-listed tools and equipment.

Essential Job Duties and Responsibilities (Not Limited To)

• Serves as Confidential Executive Secretary to the Principal.
• The Elementary Executive Assistant is regularly responsible for covering the office when the Principal is absent or is at meetings outside of the school. He/she is responsible for handling all office requests, routine and complex, in the absence of the Principal.
• Manages the Principals schedule, correspondence, and arranges for meetings.
• Provides customer service by answering questions both in person or by telephone, provides information relative to school system policies and procedures, refers individuals to appropriate sources as required.
• Responds tactfully to citizens complaints and to the needs of faculty and staff.
• Performs all general clerical duties, including but not limited to word processing, making copies, filing, data entry, answering the telephone, opening and delivering mail, etc.
• Maintains records and files.
• Drafts correspondence.
• Produces a variety of informational mailings to parents/guardians, end of year class lists, opening day packets, progress reports, report cards, and other correspondence.
• Oversees the development and accurate completion of various reports.
• Oversees personnel issues for staff of between 50 to 100 employees.
• Prepares hiring requisitions for new personnel, processes change of assignments, payroll, and attendance.
• Handles confidential staff problems or student issues discreetly and professionally.
• Create and maintain various personnel files and reports.
• Serves on the School Crisis Committee.
• Oversees the successful completion of assignments in the office.
• Maintains attendance records and provides coverage as needed.
• Manages the work flow and may assign or reassign support staff as needed to cover for absent employees, handle emergencies, or to assist with variations in work flow.
• Develops new systems to enhance office/school effectiveness and efficiency.
• Researches policies, guidelines, historical and current data, and information, and laws relevant to the schools work.
• Prepares and communicates appropriate information, reports, and forms to other schools and the appropriate offices at the Ed Center, as well as to City Hall and Social Service Agencies.
• Provides support to the management of the entire school community, including staffing, budget, and finance, and support services.
• Participates in arranging and scheduling major elementary school events and projects, such as arranging for Creative Arts Program, Understanding Our Differences, Newton Community School classes, 5th-grade graduation, and other important school events.
• Alerts the Principal of attendance problems.
• Troubleshoots to prevent discord between staff members and actively works to promote harmony among staff members.
• May assign daily responsibilities to ISS Building Substitutes and teaching assistants.
• May provide coverage in classrooms if needed.
• Acts as point person for communications between the school and Central Office and/or other governmental agencies.
• May maintain the Special Education Calendar, arranges reports, and parent notifications for IEP meetings.
• Responsible for registrations of all incoming students, including the incoming kindergarten class.
• Assists in organizing kindergarten screening, including initial contacts with parents, verification of all materials, appointments, etc.
• Manages the Students Activity Account, Social Fund Account, and Library Account, prepares and makes deposits, pays bills, maintains checkbook balances, bank statements, and maintains communication with the Ed Center and City Hall to assure smooth coordination of operations.
• Maintains school budget and prepares reports for Principal review, prepares and executes purchase orders, prepares transfer of fund requests, receives goods, authorizes payment of invoices, handles vendor or accounting problems with appropriate departments.
• As needed, assists in planning student field trips, making bus arrangements, and in collection and deposit of fees.
• Assists the school nurse if needed.
• Assists with preparation, distribution, and return of MCAS materials to DOE, and in making all corrections to the MCAS Excel Inventory for DOE.
• Works in conjunction with PTO in providing information and support as needed for various projects and activities.
• Processes CORI applications.
• May interface with Food Service Personnel.
• May provide support to the custodian by assisting with coordination of duties if needed.
• May work with the Inclusion Facilitator to ensure staffing of the most at-risk students.
• May occasionally be required to attend night meetings. May attend workshops, meetings, or training sessions.
• Performs similar or related work as required.
• Consistent, reliable, and punctual attendance is essential for supervision and instruction of the students.
• Responsible for implementing "other job-related duties" as needed.

Work Environment & Physical Requirements

Work Environment

• Work is performed in an office environment.
• Majority of work is performed in a moderately noisy work environment with frequent interruptions.
• Operates computer, printer, telephone, copier, facsimile machine, and all other standard office equipment.
• Makes frequent contact with school department staff, with the public, students, parents, city, and state officials, vendors, consultants, and outside agencies and organizations. Contacts require a high degree of tact and confidentiality.
• Employee has access to highly sensitive and confidential information pertaining to staff, parents, and students.
• Errors could result in delay or loss of service, monetary loss, possible injury to others, damage to buildings and/or equipment, and possible legal ramifications.

Physical Requirements

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is frequently required to sit, communicate, or hear regularly required to walk must be able to handle or feel objects, tools, or controls, and reach with hands and arms.
• The employee must occasionally lift and/or move objects weighing up to 15 pounds.
• Vision and hearing at or correctable to normal ranges.
• This position requires the ability to operate a keyboard and calculator at efficient speed.

This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Date Updated: 05/2014